Calendar Fields

Last Update :

NOTE: Calendar Invitations are separate from Event Registration. To avoid confusion with members, you will only want to use one or the other, but not both.
 
The invitations system is an additional feature integrated with the Calendar of Events. It allows an admin to invite members and prospects to a particular event. This feature does NOT work with calendar events that are hosted on multiple dates within one calendar event.
 
You can send invitations immediately following the creation of a new calendar event or send them manually from the Admin menu, by selecting events > Calendar Invitations. A listing of upcoming events (from the Calendar of Events) will be presented. To send an invitation, click on the particular event. You will be taken through a series of screens to create an email invitation to the event. 

1. Invitation details

• Enter send date if scheduling the message in advance. Otherwise, the message will send immediately.
• Enter Subject, Host (person/organization who is sending message), and Host Email (which email address the message is coming from).Note: To comply with email restrictions, this email should be one using your domain (@domain.com). To ensure the highest deliverability, do not use anything else.
• Send Notifications to Host Email - Allows the host email to receive RSVP responses and the comments that come along with them.
• Open Event - If checked, will allow people to RSVP themselves without needing an invite. This is done from the calendar information page, for this event.

2. Recipients: Members

• Allows you to search the database for members to invite

3. Recipients: Non-Members:

• Allows you to add non-members to the recipients list, in groups of 5, by manually entering their email addresses.

4. Confirmation:

• A preview of the message and other data you have entered, prior to sending it. 
• Send the message from this screen

When the recipient receives the invite, they can view the responses of the other invitees. You can disable this feature within Configuration > Calendar of Events > Invitation Settings.
 
ICS files can optionally be attached to invitation emails. These, along with an embedded meeting request, allow the recipient to respond yes/no/maybe within many email clients (gmail, outlook), and automatically add the event to their calendar.